Parties
Identify the principal and the proxy using full legal names and contact information so identity and attribution are clear for corporate records and any required verification.
A well-drafted Proxy Agreement ensures representation at meetings, reduces administrative delays, documents authority for corporate records, and clarifies the scope and duration of delegated voting power. Electronic execution under ESIGN and UETA is generally valid, provided the parties demonstrate intent and proper consent; platforms like signNow support compliant e-signature workflows and audit trails without replacing legal review.
Clear role assignment reduces disputes and ensures proxies are processed correctly in advance of record dates and meetings.
Identify the principal and the proxy using full legal names and contact information so identity and attribution are clear for corporate records and any required verification.
Specify whether the proxy is general (broad voting power) or limited (specific meeting, agenda items, or a range of dates) to avoid ambiguity about actions the proxy may take.
State the effective date and expiration or event-based termination so it is clear when the proxy begins and whether it survives adjournments or is revoked.
Declare whether the proxy is revocable or irrevocable, and describe the process for revocation, including required notice and any formality such as written notice to the corporate secretary.
Include signature lines, printed names, dates, and, when required, witness or notary acknowledgement to meet bylaws or statutory execution requirements.
Add any required attestations, shareholder certification (number of shares), and a statement confirming authority to execute to reduce challenges to validity.
| Field | Configuration |
|---|---|
| Signature Field | Require signer name, signature, and date |
| Authentication | Use email + SMS code or stronger KBA where needed |
| Routing | Auto-send signed copy to corporate secretary |
| Audit Trail | Enable IP, timestamp, and action logging |
Platforms such as signNow offer audit trails, configurable authentication, and integrations that help align e-execution with corporate processes and retention needs.
Deliver proxy before the company’s record date to ensure voting rights apply
Submit proxy sufficiently before the meeting as specified in the notice
Broker or custodian deadlines may be earlier than corporate deadlines
Revoke proxy before the proxy exercise or meeting commencement
For public solicitations, allow time to comply with disclosure procedures
Small shareholder unable to attend meeting uses a proxy to appoint an attorney-in-fact to vote shares
Beneficial owner instructs broker to appoint a proxy to vote a portfolio held in street name
| signNow | DocuSign | Adobe Sign | PandaDoc | HelloSign | |
|---|---|---|---|---|---|
| Starting Price | $8/user/mo | $15/user/mo | $14/user/mo | $19/user/mo | $15/user/mo |
| Free Trial | 7-day free trial | Varies by vendor | Varies by vendor | Varies by vendor | Varies by vendor |
| Bulk Send | Yes | Yes | Yes | Yes | Varies |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
| Envelope Cap | No envelope cap | 100 envelopes/user/year | Varies | Varies | Varies |